Operations & Automation Coordinator

This is a remote position.

Our client is a marketing agency representing UK content creators, industry experts, and public figures who partner with leading brands. You will act as an autonomous service provider responsible for ensuring operational workflows, inbox management, campaign coordination, and brand outreach. You will need to be available 20 - 26 hours per week.

The Contractor will independently oversee, execute, and deliver across the following functional deliverables :

• Monitor and coordinate shared agency email communications, drafting tailored responses to routine and complex enquiries using agreed brand guidelines.
  

• Prioritise and flag time-sensitive brand partnership opportunities and critical commercial correspondence.
  

• Coordinate executive diaries, meeting links, reminders, and calendar appointments across UK/SA time zones.
  

• Implement and maintain structured inbox labeling, archiving, and digital filing conventions.
  

• Conduct structured market research across brands, PR agencies, and media planners to identify commercial partnership, event, and gifting opportunities.
  

• Build, verify, and maintain pipeline outreach databases containing complete contact, role, and corporate details.
  

• Coordinate the distribution of approved introductory campaign outreach emails and systematically track response rates and follow-ups.
  

• Assist in assembling talent profiles, rate sheets, and media kits for presentation to prospective commercial partners.
  

• Maintain live tracking registers capturing campaign milestones, deliverables, contractual dates, and next steps.
  

• Track deliverables against deadlines, proactively following up on outstanding contracts, content approvals, and digital proof-of-performance assets.
  

• Maintain central talent repositories with current talent information, bios, and compliance documentation.
  

• Generate draft campaign invoices incorporating accurate purchase order numbers, billing details, and agreed payment terms.
  

• Maintain live invoice tracking spreadsheets, monitoring settlement dates and issuing approved payment reminders for overdue balances.
  

• Collate receipts, supplier invoices, and supporting financial documentation for handover to the finance team.
  

• Manage and maintain central Google Drive architectures, folders, and shared file hierarchies.
  

• Establish simple standard operating procedures (SOPs), process checklists, and shared operational registers.
  

• Integrate AI workflows (e.g., ChatGPT) and automation tools to streamline recurring administrative processes and optimise service efficiency.
  

• Coordinate talent gifting programs and relationship-management schedules within agreed budgets.